Project Management Event

KAYLA JOHNS

Email: **************@*****.***

Tel: +1-724-***-****

LinkedIn: https://linkedin.com/in/kayla-johns-17a679b7/

Experienced event management professional with over a decade in organizing large-scale events and conferences within law firms, political campaigns, and non-profits. With a proven track record in coordinating logistics, managing vendor relationships, and ensuring flawless event execution, I bring valuable expertise to every project. My skills in people management, critical thinking, and team leadership have consistently led to project management success.

EMPLOYMENT HISTORY

November 2023 – April 2025 Receptionist/Conference Coordinator

Mayer Brown LLP

Led the planning and delivery of top tier international legal conferences and events, delivering engaging experiences that exceeds stakeholder expectations.

Coordinated zoom webinars on behalf of the attorney/client by ensuring that we had the appropriate link for the webinar, then sending it over to the IT Department so that they could do their part.

Ensured that the appropriate tent cards and name badges were prepared ahead of the event.

Worked with facilities to ensure that the conference rooms were prepared for the installation and dismantling of the event.

Worked closely with Facilities, IT, Catering, and Marketing to ensure that each event would be organized and executed in an effective and timely way.

Worked closely with the Lawyers and their clients on any needs they might have had and worked on producing their requests in a timely and effective way.

Managed conference room requests and collaborated with the catering team which enhanced efficiency through tailored setups and precise coordination.

Managed conference room requests and tailored setups to meet specific requirements, ensuring seamless coordination and client satisfaction.

Utilized Rendezvous (Meeting and Conference Room software) to stay updated on all ongoing meetings, ensuring smooth coordination.

Handled a significant volume of calls, providing prompt and professional assistance.

Welcomed guests and clients by greeting them when they arrived, and answered any inquires that they might have.

Safeguarded time-sensitive and confidential materials with the utmost discretion

Coordinated with external vendors for event-related supplies and managed invoicing procedures, enhancing vendor relationships and streamlining processes.

Liaised with the culinary team to guarantee precise execution of catering arrangements.

Facilitated the organization and procurement of catered food for various meetings and events, ensuring precise execution and high-quality service.

June 2022 – April 2023 Events/Conference Services Coordinator

Simpson Thacher & Bartlett LLP

Monitored the online the software EMS (Event Management Software) for upcoming meetings and event requests.

Set up the conference rooms that are requested and then approve accordingly to what was appropriate for the law firm.

Managed orders for office snacks, catered food, supplies, coffee, and various milk types from different vendors

Ensured each floor was well-equipped with fresh coffee, tea, sugar, cups, plates, utensils, and a variety of milk options

Coordinated catered breakfasts/lunches/dinners following the firm’s guidelines.

Trained temporary staff for catering support to boost team efficiency

For significant firm events, I planned in advance by arranging catering, party supplies, servers, stocking champagne, wine, beer, etc.

Managed a small team of caterers for daily support for the firm.

Had weekly meetings with the operations managers to ensure that every conference services need was being met.

August 2019 – May 2022 Conference Coordinator/Receptionist

Sidley Austin LLP

Handled and directed multiple calls daily.

Organized online daily schedules for lawyers and partners.

Supported the lead coordinator in arranging catering for the daily events the firm held.

Reserved conference rooms depending on needs for the lawyers and partners

Welcomed visitors at the front desk and guided them to their correct destination

Coordinated with lawyers’ secretaries to ensure clients were accommodated in conference rooms.

Ensured each conference room was stocked with the necessary supplies.

Assisted in procuring requested items for partners and attorneys for current or future meetings.

May 2019 – August 2019 Legal Coordinator

Georgetown Law Center

Assisted in the planning and setup of conferences at the University

Utilized C-VENT and Excel to organize events before they were held and then emailed the information over to the department director for approval.

Conducted research on vendors in the general area and then would arrange catering tailored to the specific need of each event.

Coordinated flights and organized crucial details such as hotels, flight schedules, event interties, and additional activities in the vicinity of the hotel/university for attendees.

February 2019 – May 2019 Event Coordinator

Paralyzed Veterans of America

Scheduled flights, booked hotel rooms for PVA members/employees across the United States and provided detailed itineraries for those unfamiliar with the Washington, D.C. area.

Organized PVA events in Excel and C-VENT for any future events taking place

Assisted with ordering catering from various vendors in Washington, D.C.

Meticulously set up meeting rooms, covering the tables with tablecloths, and arranging food and drinks in an inviting manner for guests to enjoy.

Welcomed guests into the office and would answer any questions they had, ensuring they had a pleasant experience.

June 2018 – November 2018 Regional Field Manager

For Our Future

Performed HR duties for the non-profit political organization, which included: scheduling, payroll, onboarding and offboarding

Oversaw a small office of fifty individuals located near Pittsburgh, Pennsylvania. This involved tasks like advertising job openings on job platforms, conducting interviews, and making hiring decisions.

Knocked on eighty doors daily to get out the vote within the community in accordance to the organization’s mission

Provided support to individuals who needed assistance with voter registration, which contributed to the organization’s efforts to increase civic engagement.

November 2017 – May 2018 Administrative Assistant

Greenberg Quinlan Rosner

Answered global candidates' inquiries about leveraging GQR for cutting-edge polling in their campaigns

Ensured visitors' comfort upon arrival at GQR before connecting them with their designated contact.

Digitized and organized past election records into electronic formats

Recorded data from effective campaigns into Excel for future reference.

April 2015 – November 2016 Social/Digital Media Analyst

Hillary for America

Interviewed voters at rallies to understand their support for Hillary Clinton for President of the United States

Used the information obtained from voters for online purposes as a polling tactic Canvassed neighborhood in New York City, Pittsburgh, Pennsylvania, and Northern Virginia cities to get out the vote for the 2016 election

Assisted with updating Secretary Clinton’s personal Twitter account as well as the Hillary for Virginia Twitter

Reminded people of where their polling locations were a few days before the election

EDUCATION

2009

General Education High School Diploma, Derry Area High School, Pennsylvania, USA.

Honors and Awards

October 2024 – Nominated for Most Exceptional. I was nominated Most Exceptional for providing exceptional services for Mayer Brown’s clients/internal partners and associates.

November 2024 – Nominated for Above and Beyond Q4. I was nominated for providing excellent services and going above and beyond for Mayer Brown’s clients and internal partners and attorneys.

REFERENCES

References available upon request

Contact this candidate